What are the responsibilities and job description for the Program Manager, Outreach Services position at Hetrick-Martin Institute?
PROGRAM MANAGER, OUTREACH SERVICES
Unit: Programs
Department: Youth Services
Reports to: Senior Director, Youth Services
Classifications: Exempt, F.T. (YSD)
The Program Manager of Outreach Services is responsible for overseeing and coordinating all community outreach activities to promote the agency's mission, programs, and services. This position plays a critical role in building relationships with community partners, ensuring consistent visibility at relevant events, and managing outreach logistics and data. The Program Manager will supervise outreach assignments of YSD staff, maintain inventory of outreach materials, and track outreach and encounter data to ensure strategic engagement and effective service delivery.
Essential Functions:
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% Time |
Role Description |
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75% |
Outreach Servies and Programming |
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1. Community Engagement & Representation o Represent HMI at community events, health fairs, conferences, and meetings. o Cultivate and maintain relationships with community-based organizations, schools, and stakeholders. o Serve as a spokesperson and liaison to promote agency services and programs. 2. Event Coordination o Develop and maintain an annual outreach calendar in alignment with agency goals. o Coordinate and schedule outreach activities, ensuring adequate staffing and resources. o Assign appropriate staff to events and oversee logistics to ensure smooth execution. 3. Material & Inventory Management o Maintain inventory of outreach materials including brochures, promotional items, and testing supplies. o Ensure timely ordering, stocking, and distribution of outreach resources. 4. Team Oversight & Support o Provide leadership, training, and support to staff and interns assigned to support outreach events. o Monitor staff performance at events and provide feedback as needed. o Collaborate with other program managers to align outreach with clinical and youth support services. |
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15% |
Programmatic Direct Service |
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Work closely with other HMI departments and staff to support ongoing programs and services 1. Prepare for and facilitate weekly group and ad-hoc activities, including Krafternoon and Anime & Chill, for general programming, as needed. 2. Perform general staff duties, such as Café duty, general event set-up/breakdown, etc. 3. Participate and assist with general HMI agency-wide events. |
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10% |
Administrative & Other Duties |
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1. Responsible for the implementation and supervision of assigned contract(s) and grants, including development and management of program budgets and work plans 2. Maintain contractual reports as necessary to remain in compliance with funder requirements; work with Salesforce Administrator and Director of Program Operations to ensure data collection processes are updated in Salesforce as needed, including: a. Maintain client-level data, including follow-up notes and referral logs. b. Maintain group-level documentation, including sign-in sheets and session summaries in Salesforce c. Document, code, and enter data for program analysis. d. Submit all necessary documentation to Data Coordinator(s). 3. Participate in professional development trainings |
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As needed |
Other duties as assigned by supervisor. |
Knowledge, Skills, and Abilities Required:
- Bachelor's degree in human services field.
- Experience navigating community networks and engaging in partner efforts to expand sexual health care access for youth
- Experience facilitating group discussions and managing a variety of small and large group dynamics
- Minimum of 3 years of experience in community outreach, public health, or program coordination.
- Proven experience managing events, staff scheduling, and inventory systems.
- Strong organizational, communication, and interpersonal skills.
- At least two years experience working with at-risk adolescent and LGBTQ populations, as well as diverse youth populations in an urban setting from various cultures, intersections, and backgrounds
- Ability to exercise independent judgment when appropriate; strong decision-making skills
- Strong oral and written communication skills
- Computer Skills: Strong with proficiency in Microsoft Word and Outlook; familiarity with Salesforce, Microsoft Teams, spreadsheet/database applications.
- Bi-lingual (Spanish-English) skills a plus
Working Conditions:
- Work at 2 Astor Place, NYC
- Standard HMI programmatic hours are Mon - Fri, 12:00 PM - 8:00 PM, with an hour lunch break; however, flexibility will be necessary to accommodate outreach work and events.
Salary : $70,000 - $75,000